Methods of Payment

Below are the various ways that payments can be processed. Please review the information to determine which method is appropriate to use. For preferred payment method examples, please refer to the Frequently Used OE Accounts List, which has been updated to include this information.

Notes Regarding AP Processing

  • Nolij requires a separate form to be submitted for each invoice
  • Please provide proper support for your form – support amounts should tie out the amount being requested to be paid
  • Staple (not paperclip) everything together
  • If using recycled paper, cross through anything that does not pertain to your Payment Request
  • If your product will not be used in Arcata, let AP know where it will be used (i.e. Eureka)
  • The person signing off needs to have Delegation of Authority to sign for that fund/department

Requisition/Purchase Order (PO)

A Requisition/Purchase Order (PO), also known as a service order or contract #, includes terms and conditions that provide protection for the University. If the Purchase Order is for a service, it insures that the service provider will indemnify and hold harmless the University in connection with their performance or activity. Purchase Orders should be used any time a vendor comes to campus, for all service agreements, and to purchase products such as equipment and IT hardware. Please review the Frequently Used OE Accounts List for detailed examples of when to use a Purchase Order.

Requisition: An online form completed by a University department requesting to make a purchase. Once processed by Contracts, Procurement & Risk Management, it becomes a Purchase Order.

Purchase Order: A legal document issued by Contracts, Procurement & Risk Management to a vendor authorizing the purchase requested (Requisition) by a department. Once issued, the department will receive email notification that the Purchase Order has been created.

Blanket Purchase Orders: Blanket Purchase Orders may be sent to vendors that are frequently used by the University department. It is recommended that Blanket Purchase Orders be used whenever possible, as they eliminate the need for many smaller orders. Blanket Purchase Orders should be used for recurring services such as copier maintenance contracts (Western Business) and paper shredding (Shred Tec).

Create a Requisition: Quick Reference Guide

ProCard

The ProCard should be used when a Purchase Order is not required and when the purchase is allowable and within the transaction limit. Many purchases are not allowed with a ProCard, including services which require a vendor to come onto the campus, travel and personal use. Additional ProCard information and a complete list of restricted and prohibited purchases is available at: http://www.humboldt.edu/procurement/credit_cards.html#

Travel Expense Claim

Travel reimbursements should be submitted using a Travel Expense Claim form. An approved Request for Authorization to Travel form should have already been submitted prior to travel. For non-employee travel, please reference the Non-Employee Travel Process.

Payment Request Form

The Payment Request Form may be used for those types of activity for which little or no value can be added by processing the transaction through standard procurement procedures. Examples of when the Payment Request Form may be used include reimbursements, hospitality expenses, and low dollar purchases not made using a ProCard.

Payment Request Form Information

Hospitality

Hospitality expenses must be directly related to, or associated with, the active conduct of official HSU business. When an employee acts as an official host, the occasion must, in the best judgment of the approving authority, serve a clear HSU business purpose, with no personal benefit derived by the official host or other employees. In addition, the expenditure of funds for hospitality should be cost effective and in accordance with the best use of public funds.  Account 660805 (Hospitality) should be used for all hospitality expenses.

The following are examples of occasions when the provision of hospitality is permitted:

  • Fundraising events conducted for the sole or primary purpose of raising charitable funds where participants make a charitable contribution and a purchase for the fair market value of goods or services. Fundraising events may include dinners, dances, door-to-door sales of merchandise, concerts, carnivals, golf tournaments, auctions, casino nights, and similar events.
  • HSU hosts official guests, including employees visiting from another work location, students, donors, visitors, volunteers and other individuals with an interest in HSU;
  • HSU hosts receptions for the benefit of employee morale, employee recognition, length of service awards, or retirement presentations;
  • Official Guest invited by an official host to attend a HSU meeting, conference, reception, activity or event. Examples of official guests include employees visiting from another work location, students, donors, volunteers, members of the community, or media representatives. Official Guests are NOT considered Guest Lecturers.
 
Allowable Funding Sources for Hospitality Expenses Operating Fund (HM500) Other Trusts
Funds
Alcoholic Beverages No Yes
Awards and Service Recognition Yes Yes
Entertainment Services No Yes
Gifts No Yes
Meals and Light Refreshments (other than alcoholic beverages), for meetings and events attended by only employees of the same work location No Yes
Meals and Light Refreshments (other than alcoholic beverages), for meetings and other events attended by official guests Yes Yes
Membership in Social Organizations No Yes
Promotional Items Yes Yes
Tobacco Products No No

Policy Title: Hospitality, Payment or Reimbursement of Expenses http://www.calstate.edu/icsuam/sections/1000/1301.00.shtml

Guest Lecturer

The preferred method for paying a guest lecturer is to establish a flat fee contract for service using the Requisition/Purchase Order process.  This method insures that the guest lecturer will indemnify and hold harmless the University in connection with their performance or activity and also puts responsibility for all travel expenses on the guest lecturer, since the flat fee covers all costs associated with providing the service.

A guest lecturer is an individual who speaks to a class because of his/her expertise, is paid a flat rate, and is not the instructor of record.  It is important that the “guest lecturer” option be selected on the Payment Request Form and that the individual signs the General Indemnity clause prior to performing the service.  Account 613850 (Guest Lecturer) should be used for all costs associated with bringing a guest lecturer to campus.  If the guest lecturer payment includes reimbursement for travel expenses, please attach a copy of the travel claim with itemized receipts as backup.

Prospective Employee Recruitment

For expenses related to prospective employee recruitment, please submit a separate form for each individual/vendor invoice being paid or reimbursed to Accounts Payable (AP).  If the payment request includes reimbursement to the recruit for travel expenses, please attach a copy of the Travel Expense Claim with itemized receipts as backup.  Account 660042 (Empl Recruitment & Relocation) should be used for all costs associated with prospective employee recruitment.

For additional information, please refer to the Travel Policy.

NOTE: Form 119 - Recruitment Reimbursement Request is no longer required and Accounts Payable (AP) does not need the entire recruitment packet in order to process payments related to recruitment. Please check with your area's budget analyst regarding internal processes related to prospective employee recruitment that still need to be followed.

Training and Professional Development

The preferred method for paying a non-employee trainer is to establish a flat fee contract for service using the Requisition/ Purchase Order process.  This method insures that the trainer will indemnify and hold harmless the University in connection with their performance or activity and also puts responsibility for all travel expenses on the trainer, since the flat fee covers all costs associated with providing the service.

It is important that the “training” option be selected on the Payment Request Form and that the individual signs the General Indemnity clause prior to performing the service.  Account 660009 (Training and Prof Development) should be used for all costs associated with bringing an individual to campus to provide training.  In the event that the trainer is paid a fee and reimbursed for actual travel costs incurred, this form should be used, along with a travel claim and itemized receipts. 

NOTE: In addition to paying a trainer to come to campus, the training and professional development account is used for a variety of training and professional development activities.  If an employee is traveling to attend training, the training component should be incorporated into the travel authorization process.

Independent Contractor/Service Provider

The preferred method for paying an independent contractor/service provider is through the Requisition/Purchase Order process.  This method insures that the independent contractor/service provider will indemnify and hold harmless the University in connection with their performance or activity and also puts responsibility for all travel expenses on the independent contractor/service provider, since the flat fee covers all costs associated with providing the service. 

An independent contractor/service provider is an individual who comes to the campus to provide a specified service.  It is important that the “independent contractor” option be selected on the Payment Request Form and that the individual signs the General Indemnity clause prior to performing the service.  Account 613001 (Contractual Services) should be used for all costs associated with bringing an independent contractor/service provider to campus. 

NOTE: When a University employee is hired as an independent contractor, their payments need to be processed through University payroll as a special consultant. Questions related to hiring employees as independent contractors should be directed to Human Resources.

Direct Pay

The direct pay option is used to process transactions where another form of payment is not needed and when the payment is not attributable to one of the specific drop-down options provided on the Payment Request Form.  Examples of when to use direct pay include reimbursements, and various other expenses such as subscriptions and membership dues.

 

 

Changes to Existing Payments

For changes to existing payments, such as changing the charge department or increasing a Purchase Order amount, use the Change Request Form. This form has been consolidated to include both Purchase Order change requests and Accounts Payable change requests.